Conference Supervisor

Conference Supervisors (CS) are responsible for assisting with the planning for our upcoming 2026 summer conference season, as well as with the supervision of the summer conference operations team, coordination of event-related logistics, day-to-day operational tasks, information management, and record keeping in the conference software program StarRez.

They will serve as a conference expert for an assigned group of summer conference programs, providing exceptional customer service and performing tasks related to those programs including client communications, rosters, key and dining card management, room inspections, linen distribution if needed, and other relevant tasks. Conference Supervisors will also assist with the recruitment, hiring and training of our summer student team. They will lead and motivate that team throughout the summer and will be responsible for delegating work both in the office and out in the field. Conference Supervisors report to the Event Operations Manager for Conferences. This position is not strictly an office role, but will require time spent outside in our residential areas during the summer. Because our office is open 7 days a week from mid-May to mid-August, Conference Supervisors will be required to work a flexible hourly schedule, which will include assigned weekend rotations, some evenings and possibly holidays.

QUALIFICATIONS

• Must be a full-time UVA undergraduate or graduate student in good standing.
• Previous leadership experience is highly preferred.
• Ability to work as a member of a team, motivate others and hold peers accountable.
• Strong customer service, prioritization, and organizational skills required, along with demonstrated close attention to detail.
• Self-motivated with capacity for self-directed work and problem-solving abilities.
• Flexible, adaptable, and able to work in a fast-paced environment.
• Ability to use word processing, spreadsheets, e-mail, and other software.
• May be required to lift up to 25 pounds.
• A valid U.S. Driver’s License with positive point balance preferred.

CONDITIONS OF EMPLOYMENT

• The CS is expected to work an average of 8 hours per week during the spring semester, starting Monday, January 26, 2026. Beginning Saturday May 9 through August 11, 2026, the CS will be expected to work an average of between 30-35 hours per week.
• The CS will be expected to participate in mandatory training on Saturday, May 9 and Monday, May 11.
• The CS must commit to the entire spring and summer season.
• The CS must commit to a flexible work schedule, with summer hours expected to include some weekends, some evenings, and possibly holidays.
• The CS may not have other commitments that interfere with their ability to perform the responsibilities of the position.
• Time off must be pre-approved and is at the discretion of the Event Operations Manager.
• There will be no time off granted during the first and last week of employment.

PRIMARY RESPONSIBILITIES

Information Management Duties – 25% (software training will be provided)

• Manage information in StarRez housing software, ensuring accurate guest data entry and continued maintenance of accurate client records for billing purposes.
• Communicate with clients to ensure timely receipt of rosters, guarantees and other documentation.
• Work with service partners to ensure dining needs and special requests are met, and facilities issues are addressed.

Operational & Supervisory Duties – 55%

• Supervise conference staff in preparing for conference group arrivals and departures.
• Obtain and print rosters, labels, signage, and other program-related materials.
• Manage linen inventory and lead and participate in its distribution as events require it.
• Schedule, oversee, and participate in building inspections prior to and post conferences.
• Organize staff transportation to and from check-in/out locations.
• Coach, mentor, motivate, and support Conference Assistants in daily activities through example by active participation.
• Participate in the summer staff hiring process by recruiting candidates, reviewing applications, interviewing and selection. Assist in the development and delivery of team member training.
• Understand, comply with, and uphold University and Conferences@UVA operating procedures, policies, and philosophies.
• Participate in regular planning meetings with the leadership team and full team.
• Other duties as assigned.

Customer Service – 20%

• Serve as a conference expert for an assigned number of summer conference programs, working in tandem with professional staff to provide exceptional customer service to clients and guests, and ensuring proper record keeping of bed-nights and services for billing purposes.
• Addressing client issues and concerns, and problem-solving as needed.
• Work with assigned clients to obtain event details and ensure the successful execution of their programs through clear communication and delegation to team members.

Please attach a resume and cover letter.

Position compensation: $15.00/hr (spring semester).During the summer, the hourly rate will increast to $16/hr.

MINIMUM REQUIREMENTS

Education: Current undergrad UVA student
Experience: None
Licensure: None

PHYSICAL DEMANDS

This is primarily a sedentary job involving extensive use of desktop computer during the spring semester. During the summer, the job does require some physical activity such as walking, climbing stairs and lifting up to 25 pounds.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.